End of Year Deadlines
With the approach of calendar year end, please take a look at the below schedule of deadlines for receipt and processing of 2019 gifts and pledges. 2019 gift and pledge transactions delivered by these deadlines will be posted in DADD by the end-of-business on Tuesday, January 7. DADD will be closed for calendar year end processing the evening of January 7 and we will begin processing for calendar year 2020 on January 8.
The University will be closed on Tuesday, December 31 and Wednesday, January 1 for the New Year’s Holiday. Duke Campus Mail Services will be closed on these dates - final mail delivery to departments in 2019 will be on Monday, December 30. Please keep this mail schedule in mind when communicating with donors about mailing time sensitive items such as credit card information sent for manual processing. Ideally, donors should be encouraged to make their last-minure gifts by credit card on-line at www.gifts.duke.edu. This sort of encouragement could make the difference between whether the IRS will allow issuance of a gift receipt dated 2019 or 2020.
Many offices operate with limited staffing or on reduced schedules during the Christmas and New Year's holiday period. Please ensure your incoming mail is promptly reviewed so that gifts can be pulled and hand-delivered to University Cashiering for processing by the deadlines noted below. This will avoid delays in receipting gifts for donors as well as donor inquiries regarding status of gift processing.
To help speed the processing and receipting of year-end gifts, please ask donors to mail gifts directly to: Alumni & Development Records, Box 90581, Durham, NC 27708-0581. Also remind donors they may make gifts on-line at www.gifts.duke.edu.
Fall pledge reminders will be generated and mailed the week of November 4.
|Item||Due To University Cashiering By||Comments|
|Cash||2:00 PM January 3|
|Checks||2:00 PM January 3||Must be postmarked on/before December 31|
|Wires||Wires must be received at bank by 5:00 PM on December 31|
|Credit Card – electronic or e-check||Via Web Gift Pages||Must be processed by 11:59 PM on December 31|
|Credit Card – manual||4:00 PM December 30||ADR must manually key these gifts by EOB December 30. These should be delivered to University Cashiering by 4:00 PM on December 30. We are closed on December 31 but will cover phones from 8:00 AM-Noon for donor calls.|
|Stock - physical delivery of certificates||Hand delivery or private carrier - 5:00 PM on December 31. US Mail by 4:00 PM January 3 (must be postmarked on/by December 31).|
|Stock – electronic delivery||Must be in Duke’s brokerage account by 5:00 pm on December 31. Donor must notify ADR of stock delivery at firstname.lastname@example.org or 684-4569|
|Pledges - manual||2:00 PM January 3||Must be dated or postmarked on/by December 31|